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Exploring why you should create a Paperless Office

Posted by Alan Gonsalves on 11-Sep-2017 10:59:57

When speaking to our customers we are, understandably, heavily focused on delivering value and assisting businesses in recognising efficiency gains. These can take a number of forms, but a couple of recent conversations with customers caught my attention, because they revolved around the subject of document management and the paperless office.

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This resonated with me as I recently spotted an article mentioning the fact that in 2013 the world reached ‘peak paper’; according to UN data, 18 December 2014, “…Continuing steady growth in 2013 for the fourth consecutive year, global wood production has fully recovered from the economic downturn of 2008-2009, though production of pulp and paper stagnated largely due to a decline in consumption”

How much has ‘The Paperless Office’ had to do with this, I wondered? According to a 2016 study by AIIM, one in four businesses now runs a clear/paper-free environment, up from 19% in 2015. Nearly half (43%) say paper is decreasing in their organisation, either somewhat (35%) or rapidly (8%).

So, it seems this is a real and present trend – and certainly our customer feedback indicates this to be the case. Key areas customers seem confident that they can impact are invoicing and payment collection, and the purchasing process. Like most things with technology, when individuals show widespread acceptance of solutions their adoption accelerates. Most of us in our everyday lives have moved beyond receiving a paper bank statement or utility bill; likewise in our working lives this seems a retrograde step. Plus – in an age of high-cost real estate – storing reams of paper seems wasteful at best and environmentally irresponsible at worst.

But, with partners such as Draycir and V1, we are able to make the difference customers want. We can deliver proven technology solutions that streamline the purchasing process, render the approval process quick, transparent and mobile, and reduce the need for bulk storage that may never need to be accessed.

Draycir’s Spindle Document management solution provides users with intelligent document distribution to automatically Send documents via email, to a printer and even via fax, specify contact information extracted from ERP or accounting systems such as contact name, address, email address etc. Select stationery types using system data (product, location, analysis code, dimension code etc.) and create desired templates. Furthermore it can archive outbound documents into SharePoint, CRM or to a local network – massively reducing paper and postage costs and paying for itself in a short time.

V1 are dedicated to working with organisations across all sectors to improve efficiency and make significant cost savings. V1 has created a range of Electronic Document Management (EDM) and document imaging software solutions specifically for finance, HR and payroll functions. These solutions ensure an efficient means of creating, capturing, storing, authorising, delivering and managing key business documents. EDM software (Or paperless office technology), replaces paper-based processes with electronic procedures, eliminating the printing, posting and manual filing of paper documents. With seamless integration into all major accounting/ERP & HR systems, these solutions will drive significant cost savings across your organisation. With a typical ROI of less than six months, the software is used by thousands of organisations in both the public and private sectors worldwide.

If this is an area you would like to improve within your business please give us a call and we can share with you the experiences and insight some of our customers have on document management and the paperless office.

If you would like to discuss Business Intelligence (BI) or find out any information on our Sage products, please fill out the form below:

http://info.acuitysolutions.co.uk/business-challenges 

Or for any further questions, please contact us here.

Topics: Document Management, paperless

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